unclassified information brief officer evaluation system cg psc-opm-3 officer accessions,...

Unclassified Information Brief

Officer Evaluation System

CG PSC-opm-3

Officer Accessions, Evaluations and Promotions Manual, COMDTINST M1000.3 (Series), Chapter 5


• OPM-3 Staff / Responsibilities• OES / OER Review• Writing Hints• Special and Derogatory OERs• Reported-On Officer Options• Board Feedback / Tips• Resources

Overview


Officer Evaluations Branch (opm-3)

CAPT Kevin Gavin Branch Chief

LT Charles BennettQuality Reviewer

LT Osvaldo Vera Quality Reviewer

CWO3 Otto Argibay Quality Reviewer

YN2 Devon McEwan

Admin Reviewer

Ms. Lubertha Moore

Direct Access

Mr. Leon Nedd Quality Reviewer


Responsibilities

• OES training• OER consultation (e.g., Special OERs) • Review/process active duty OERs

– expedite for Selection Boards & Adv Education Panel candidates

• Respond to OER related:– Boards for Correction of Military Records (BCMR) – Personnel Records Review Boards


Officer Evaluation System

• Commanding Officers:• ensure accurate, fair and objective evaluations

are provided to all officers under their command.

• Individual officers:• responsible for managing their own performance

• understand job expectations;• obtain sufficient performance feedback;• use guidance to meet or exceed standards.

No specific form/forum is prescribed for performance feedback.


Purpose of OES • Provides info for personnel management decisions

– Promotions / Assignments / Career Development / Retention

• Sets performance/character standards– Above Standard (5, 6, & 7)– Standard (4) “High level of performance expected of all CG Officers”– Below Standard (3, 2, & 1)

• Prescribes organizational Core Values to follow

• Provides means of performance feedback

Note: Marks deviating from a “4” must be supported w/ thorough comments.


Rating Chain

• Reported-on Officer (ROO)• subject of the OER;

• Supervisor • Normally individual giving majority of direction to ROO;

• Reporting Officer (RO)• Normally the supervisor’s supervisor;

• Reviewer• Normally the RO’s supervisor.


ROO Responsibilities

• Seek performance expectations from Supervisor;

• Manage own performance / seek feedback;

• Prepare Sections 1 and 13 of OER;

• Provide list of accomplishments/awards to Supervisor (at least 21 days prior to end of period of report).

• Ensures OER coverage for every day of active duty.


Supervisor Responsibilities

• Provides direction throughout evaluation period;

• Monitors performance & execution of duties;

• Provides performance counseling/feedback;

• Prepares Sections 2 through 6 of OER;

• Forwards to RO within 10 days after end of period of report;

Can be civilian or military personnel


Reporting Officer Responsibilities

• Evaluates on direct observations & info/input from Supervisor;

• Ensures Supervisor fulfilled OER responsibilities;(cannot direct changes to marks or comments)

• Completes Sections 7 through 11;

• Marks Comparison Scale & addresses Potential ;

• Forwards to Reviewer within 30 days after end of period of report.

Can be civilian or military personnel


Reviewer Responsibilities

• Ensures OER reflects reasonably consistent picture of performance;

• Determines if Supervisor and RO fulfilled their OER responsibilities - returns if inconsistencies are found;

(cannot direct changes to marks or comments)

• Signs/dates Section 12;

• May address additional performance/potential not previously mentioned on OER (Reviewer Comments form).

• Ensures OER arrives at OPM-3 within 45 days of end of period.

Must be a CG Officer, CG SES or PHS Flag


Good leadership and timely OERs

“Timely and accurate performance feedback is a core leadership responsibility that must remain a unit priority..…

Reported-on Officers should not be surprised with the content of their OER…”

(CG-1)

1 5 7 8 9 11 13 14 17 20 21 38 49 58 79 98 GD CG0.0%

10.0%

20.0%

30.0%

40.0%

50.0%

60.0%

70.0%

80.0%

90.0%

ATU

Timeliness of OERs

2010 58.6%

2009 60.8%


Submission Schedule

• 31Jan & 31Jul – LTJG*• 31Mar – CDR• 30Apr – CAPT, LCDR,

CWO4• 31May – LT• 30Jun – CWO2• 31Jul – CWO3• 31Mar & 30Sep – ENS

*LTJG’s in-zone for next Selection Board shall use 30Jun vice 31Jul


Occasion of Report

• Annual/Semi-Annual

• Detachment of ROO (Transfer)

• Detachment or Change of RO

• Promotion (to O6 or CWO to LT)

• Concurrent (60+ days of TDY)

• Special (Removal from duty or Disciplinary)

• Continuity Purposes Only (used for retirement purposes)

• Duty Under Instruction (Grad School, Flight Training, etc)

Note: Promotion OERs are rare for O5 and below; contact OPM-3 if needed.

Regular OERs

Exception OERs


Forms

OER• CG-5310A (W2 – O2)• CG-5310B (O3 – O4)• CG-5310C (O5)• CG-5310D (O6)

Reviewer Comments• CG-5315A (W2 – O2)• CG-5315B (O3 – O4)• CG-5315C (O5)• CG-5315D (O6)

Authorized versions of forms

(Rev. 02/09)

(Rev. 02/09)


Writing the OER(Section 1 and 2)

- No wording in full CAPITAL LETTERS- Scope of primary/collateral duties, special projects, key processes, customer base, mgmt of

resources (equipment, money, personnel, etc.) - Describe in manner that will be understandable to a reader unfamiliar with officer’s job!

As listed in Direct Access , PAL or PCS Orders

None

N/A N/A

Reservists - “IDT drills scheduled/attended: 48/40; ADT 12 days; ADSW 00 days”


Description of Duties (Sample)


Attachments

• Punitive letters of censure – performance which lead to non-punitive censure may be discussed within OER

• Court Memorandum

Personal awards are no longer authorized attachments to OERs – See ALCGPSC 088/11 for guidance on I-PDR entries


Sample OER Comment

Extremely vigilant bridge watch-stander; detected small, intermittent radar contact maneuvered ship to intercept posn prior to sunset;

resulted in interdiction of 60 migrants onboard wooden sailboat & prevented potential of loss of life due to deteriorating weather

conditions.

How well it’s done / Concise accomplishment/ Demonstrated Impact


Sample Comment (Cont’d)

How well it’s done/ Concise accomplishment/ Demonstrated Impact

Meticulously planned for Tailored Annual Cutter Trng (TACT) drills; led training team in achieving rating of “Excellent” while executing three flawless GUNEXs; played integral part in unit earning CG “E”

ribbon in navigation/seamanship for first time in 4+ yrs.


• Excessive Abbreviations: “Spb plg/prp res 4 mtg all op msn reqmts; thrly plnd 2 FL sts, 1 WWP, 1 GANTSEC, & 1 JIATF-S ptl.” Confuses the reader.

• Community-Specific Acronyms: “SCC, WWM, PSC, CFVS” – Will the Board members know what you’re trying to say?

• Restricted Comments: Ongoing investigative proceedings; non-selection by Boards/Panels; PRRB/BCMR applications; medical or psychological conditions; religion; gender; color; race; ethnicity; first name; marital or family status; refer by first name; performance outside OER period; classified info. OER will be returned for corrections.

• Use of Personal Pronouns: He, she,...- Places unnecessary emphasis on gender. As a rule of thumb no more then 4-5 within entire OER.

• Repetitive use or paraphrasing of OER performance dimensions: Self-explanatory

Avoid the following...


Comparison Scales

Note: This is a relative ranking; not necessarily a trend of performance.


Potential (Section 10 )

Mandatory Comments

• Ability to assume greater leadership roles and responsibilities

Optional Comments (Highly Encouraged)

• Promotion recommendation• Assignments qualified for • Senior Service Schools candidate• Special skills

Completed by RO

2010 OER Corrections

81%

8%

3%

1% 2%

4%

ADMINISTRATIVE

ATTACHMENTS

RESTRICTED COMMENTS

RATING CHAINS

REVIEWER COMMENTS

UNSUPPORTED MARKS

Error Rates2010: 36.4%2009: 17.98% 2008 : 8.1%2007 : 16.3%

2006 : 16.0%

2005 : 15.7%

Common admin errors - Date Reported: 22%- Not Observed/Other: 10%- Missing attachments: 8%- Period of Rpt: 7%


Special OERs COMDTINST 1000.3 (Series), 5.A.3.c

Counts for Continuity

Does Not Count for Continuity

Performance of 6+ months for Officers considered for Selection Boards/Panels, extensions or continuation

Performance Notably Different

NJP, Court-Martial, or Criminal Conviction

Performance significantly different or previously unknown

When Specifically Directed (i.e., Relief for Cause)

Counts for Continuity



Contact OPM-3 before drafting


Derogatory OERs COMDTINST 1000.3 (Series), 5.A.4.h

• Defined As:– “1” in any Performance Dimension, or– “UNSAT” Comparison Scale Mark, or– Removal from Primary Duty

• Addendum Process– Supervisor/RO sign OER; provides copy to ROO– ROO has 14 days to prepare addendum (i.e., statement)– Supervisor/RO endorse addendum; forward entire package to

Reviewer for signature/processing.


ROO Options

• Prepare a “Reply”*• Express view of performance which differs from rating chain;• comments are performance–oriented only;• restricted comments policy remains in effect;• submit to Supervisor within 21 days of receipt of validated OER;

(See COMDTINST 1000.3 (Series), 5.A.4.g)

• Correct errors or dispute facts/circumstances• Submit “Application for Correction of Military Records” (DD-149)

(See COMDTINST 1070.1(series))

* A “Reply” is appended to applicable OER but does not constitute correction.


• Performance • Professionalism• Leadership• Education• Commandant’s Guidance • Board Precept

OER

CG-4082 w/ Official Transcripts

Promotion Year

CG PSC Memo to Board President

What Boards/Panels Consider


Selection Board/ Panel Feedback

• Comprehensive description of duties is critical

• Watch acronym use and clichés (“Hit the deck running.”)

• Don’t write “Concur with Supervisor” & fill in bubble

• Review COMDT’s Guidance prior to drafting an OER

• Reviewer Comments– Optional/Mandatory comments provide value and validity when

documenting observed performance and/or conduct.


• Follow through with projects and PG programs

• Do not be vague with recommendation

• “Comparison Scale” not consistent with “Potential”

• Emphasize attainment of qualifications and licences

• Specifics are better than superlatives

Selection Board / Panel Feedback


OER Status in CG Portal

Check Individual OER Status

Goto “Business

Intelligence”


Check Personal

OER StatusClick on “Personal

View” Tab




Look under“compliance tab”

OER Status (shows which OER is due)


Resources

Officer Accessions, Evaluations, and Promotions

COMDT’S Guidance to Boards & Panels

Boards/Panels Schedule

Correcting Military Records

COMDTINST M1000.3 (series)

http://www.uscg.mil/psc/opm/Opm1/opm-1Boards.asp

PSCINST 1401.5

COMDTINST 1070.1


Important Tips• Maintain a personal OER file

• Update Record of Professional Development (CG-4082) often.

• Don’t delay submission of OER.

• Verify validated OERs in Direct Access: Home> Self Service> Employee> View > My Employee Review

• Review or request copy of permanent record: http://www.uscg.mil/cgpc/adm/adm3/


OPM-3 Contact Info

Website: http://www.uscg.mil/psc/opm/Opm3/opm-3.asp

Email OER Questions: [email protected]

Email OERs (as PDF file): [email protected]

(202) 493-1652 / 1653 / 1654 / 1655/ 1621

unclassified information brief officer evaluation system cg psc-opm-3 officer accessions,...

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